Jobtrain Solutions

Jobtrain's Applicant Tracking System for Local Government

Jobtrain's Applicant Tracking System (ATS) is an end to end E-recruitment solution supporting NHS, Central Government, Local Authorities, Education and Public Sector. Our rich Talent Acquisition suite supports everything from Applicant tracking, CRM, Talent Intelligence, Careers site, DBS, IDVT, HRIS vendor integrations and an API to support 3rd party integrations.

Features

• Mobile responsive and Accessible Candidate portals
• Automated Online Vacancy and Offer Authorisation
• AI search and match tools and Job board Distribution engine
• Online onboarding and compliance Hub
• Open API for ease of integration with 3rd parties
• Talent Intelligence Report Builder & Standard reports / Dashboards
• Mobile Hiring Manager App to support ease of user adoption
• 'Best in Class' Support Centre for clients, candidates and agencies
• Flexible applications forms, scored forms and panel shortlisting
• Interview management with Calendar and Email integration

Benefits

• Reduce drop out and increase long term retention
• Track and report on all aspects of recruitment in real-time
• Online background checking tools to improve efficiency and reduce risk
• Reduce time to hire, improve quality and reduce costs
• Increases engagement amongst jobseekers & improve brand
• Increases transparency across your internal teams and candidates
• Keeps new hires informed, engaged and connected
• Measure your recruitment SLA's, KPI's - Talent Intelligence
• Free recruiters up to engage & build connections
• Strengthen your ED&I initiatives - reduce unconscious bias

£8,500 to £100,000 a licence a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

786314567508188

Contact

Alica Melvin
0161 850 2004
alica.melvin@jobtrain.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: N/A
• System requirements: Compatible with all currently supported modern browsers

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Email-based support service is available during core business hours (0900-1730) which can be particularly useful for users who have a busy schedule or prefer to communicate in writing.; ; Jobtrain clients have access to a named Client Improvement Consultant available by email and telephone.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: All training, support, scoping and implementation are included within our annual licence fee and is offered by Jobtrain, based in the UK, and is not outsourced.; ; Every Jobtrain solution is different and is configured to fully support the client's existing process.; ; All clients are assigned a dedicated Client Improvement Consultant (CIC); ; The CIC works actively to advise on the ongoing refinement of the solution, helping our clients gain the most from Jobtrain, and introducing standard upgrades/ new functionality. Quarterly account review meetings with your CIC are also offered at no additional cost, along with access to our client community.; ; Support is offered through an online helpdesk support centre. Our support service is fully included within the annual licence fee and is completely unlimited for HR and Recruitment users, Hiring Managers, Agencies and Candidates. All critical technical support is 24/7 at no additional cost for clients outside of office hours.; ; At the outset of the relationship, scoping and discovery sessions are held onsite with clients to understand needs, processes, aims and objectives.; ; We train all clients with experienced Jobtrain trainers with user guides for ongoing support.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: All clients are assigned a dedicated Implementation Manager and Client Improvement Consultant (CIC) The CIC will work with customers throughout their partnership with us and Talent Intelligence support. ; ; At the outset of the relationship, we hold scoping and discovery sessions onsite with clients to understand their needs, processes, aims and objectives. We then guide them through the process of fully scoping the solution and mapping it against their processes. Once we've gathered all set up information, we complete all aspects of configuration of Jobtrain for clients before inviting clients to user acceptance testing.; ; Before the system is made live, we hold training sessions with HR users and Super Users. The Jobtrain trainer will be your Implementation Manager who will have implemented many applicant tracking systems and trained many users before.; ; A fully searchable online help guide is available to all users via a help guide link within Jobtrain, with optional e-learning packages should a client wish.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: No Client data shall be held or retained after the termination or expiry of your Licence Agreement unless required by Applicable Law. Client data that is required to be removed on termination or expiry of your Licence Agreement must be wiped using commercial multi pass pattern wiping software as per Jobtrain Limited hosting providers ISO27001:2022 policies, this does not incur an additional cost.; ; Any requests for data exports beyond our 90 day notice period, can attract fees on a time and cost basis in-line with our standard consultancy day rate. Jobtrain will provide the export within the timescale agreed with the Client in a standard export format.
• End-of-contract process: We are very proud of our client retention rate at Jobtrain Limited.; However, should a customer require an export of any or all of the personal data at the end of the agreement, they should notify us in writing no less than 90 days before the end of the contract term. Jobtrain Limited will provide the export within the timescale agreed with the Client in a standard export format.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Jobtrain is mobile optimised and can be accessed on any smartphone (Android, Apple, or Microsoft) ; ; Jobtrain is fully responsive in design to work with different screen sizes and devices
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: Jobtrain uses Freshdesk as our service desk interface
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: The platform has been independently assessed by Shaw Trust to achieve the Shaw Trust Web Accreditation Standard, which includes rigorous testing by users with mobility impairments, color blindness, dyslexia, learning difficulties, partial sight, and hearing impairments ; ; Jobtrain also offers an Accessibility Toolbar (delivered in partnership with Recite Me) that allows candidates to adjust the font size, screen contrast, font, read the page aloud, translate content, and many other features
• API: Yes
• What users can and can't do using the API: Jobtrain's RESTful API is designed to provide clients and integration partners increased functionality and access to the data within the system. Data returned via the API can be restricted using our Security Roles functionality, to ensure that users of the API only have access to the appropriate data.; ; Available Functionality:; View candidate and application details.; Get a list of jobs, retrieve job details, and see a list of applications against a job.; POST Direct Apply candidates into the system.; Manage DBS checks.; Retrieve a list of system settings and values, such as Application Statuses, Locations, Departments, Divisions, Salaries, Region, Job Categories and more.; Add new values to the above groups via POST calls.; Retrieve New Starter Form information.; Retrieve a list of candidates who've recently had their status changed.; Retrieve a candidate's Onboarding/Compliance information (such as their Onboarding Progress, Documents, Forms, Contracts etc).; Retrieve a candidate's References information.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Jobtrain is highly configurable (in fact 85% of our set-up work for each client solution is done within core system settings) and the Settings feature provides ‘Administrators/Superusers’ with access to customise all the key set-up features required including (but not limited to):; ; Setting-up and administering all user types;; Managing user profiles and permissions;; Adding and administering Agency profiles;; Changing workflows either across the organisation or on a division/ department basis; Adding and administering the database of job and offer approvers; Changing recruitment workflow statuses, alerts and notifications; Defining and amending standard job templates; Defining and amending standard job levels/grades; Creating new advert sources including costs for reporting; Creating employment contracts and offer letters; Creating onboarding templates and associated new starter documents; Creating and administering communication templates (e.g. emails and letters); Defining auto-generated job reference components; Defining and maintaining cost centres; Setting rules for auto-archiving of personal data; ; All the above are simple to manage and there is no limit to the number of approval routes that can be created.

Scaling

• Independence of resources: Jobtrain uses virtual platforms which provide us with flexibility where resources can be added on demand (this ensures the solution operates at no more than 60% constant capacity), and increased availability as the virtual platform is built on fault tolerant and resilient technology.; ; Jobtrain typically operates are 20% capacity, and there is no max capacity as Jobtrain can scale to accommodate increases in usage. This is done through monitoring all relevant resource metrics, with alerts setup to report any abnormalities/events regarding our SaaS solution (e.g. resource utilisation, overload, service unavailability). ; ; Dedicated resource can be provided on enterprise solutions if required.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports can be generated on a per client basis and include areas such as date ranges and query categories i.e. client query, candidate query, system area, who the request was raised by, time to resolve, first time resolution etc. Typically we will provide service updates per quarter at client review meetings. Reports will include candidate volumes versus queries raised and average time to resolve queries. We will also feed back to the client’s Jobtrain Client Improvement Consultant any training issues we have identified from our support team.
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data export can be achieved by using the Advance Insights Report Builder platform. The tool is capable of exporting data into CSV, Excel formats, PDF, Word and HTML.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: As used herein, the term "Service Availability" means the percentage of a particular month (based on 24-hour days and an assumed 30-day month) that access to the hosted Jobtrain solution and client/candidate data is available.; ; Jobtrain will use commercial best efforts to provide clients with 99.9% service availability relating to its hosting. Service Availability is calculated by the number of hours the service is available to clients plus the total number of hours, if any, the service is scheduled to be unavailable, divided by the total number of hours in that month.; ; If the Service Availability is less than 99.9%, Jobtrain will issue a credit in accordance with the following schedule, with the credit being calculated on the basis of the monthly licence fee for the affected solution:; ; 99.9 to 100% service availability - 0% refund; 98% to 99.8% service availability - 10% refund; 95% to 97.9% service availability - 25% refund; 90% to 94.9% service availability - 50% refund; 89.9% or below service availability - 100% refund
• Approach to resilience: Available on request
• Outage reporting: Any service outages are reported to clients via phone or email by our support team.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management access is limited to secure connections via user supplied username and password.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Schellman
• ISO/IEC 27001 accreditation date: 28/11/23 for Hosting Provider
• What the ISO/IEC 27001 doesn’t cover: Jobtrain offices are not covered by ISO27001, as ISO27001 certification applies to our hosting provider, Microsoft Azure. Jobtrain offices are covered by our CyberEssentials & IASME certification.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • IASME
  • CESG certified penetration test

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: IASME & CyberEssentials.
• Information security policies and processes: We have a full established Information Security policy which is available upon request. Jobtrain is registered with the Information Commissioner’s Office as a data processor with registration number Z1464102. As a hosted solution handling personal data, Jobtrain complies with the UK and EU data protection laws.; ; Jobtrain is hosted in Microsoft Azure, who are ISO27001 certified, and all data is stored in the UK only. Jobtrain itself is IASME and Cyber Essentials certified. IASME is written along the same lines as ISO27001, but targeted at small companies.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes to the infrastructure are made in line with our host's ISO27001:2022 processes. Services and components are tracked via secure CMDB through its life-cycle.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Vulnerability patch management is in line with host's ISO27001:2022 processes, with patches being implemented as soon as possible.; ; Our Information Security team keeps track of changes in the threat environment though careful monitoring of threat intelligence feeds and information security websites. These are then evaluated to look for applicable vulnerabilities.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Threat detection and prevention are covered in 2 ways. The networks are monitored using Azure advanced threat protection and endpoint are covered by Microsoft Defender for Endpoint that integrates to Microsoft’s global threat intelligence systems. ; ; Azure WAF, IDS and Threat Protection are implemented along with Azure Monitor Agent (AMA) for protective monitoring. ; ; Once a threat is identified, Jobtrain forms an Incident Response Team, who would then analyse the threat and make any changes/mitigations needed to remediate the threat. Affected clients would be informed as soon as possible, via their CIC.
• Incident management type: Supplier-defined controls
• Incident management approach: Jobtrain follows our Incident Management Policy, which dictates the response to suspected or actual security incidents; a response team would be put together comprising individuals from different parts of the company depending on the nature of the incident. This team would then evaluate the situation and respond as necessary. Any affected clients would be informed within 24 hours by their CIC, with updates being given as to the progress of the incident response.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Jobtrain is committed to providing a quality product and service in a manner that ensures minimises our impact on the environment.; ; - Integrate the consideration of environmental concerns and impacts into; all our decision making and activities; - Promote environmental awareness among our employees and; encourage them to work in an environmentally responsible manner; - Train, educate and inform our employees; - Reduce waste through re-use and recycling and by purchasing recycled,; recyclable or re-furbished products and materials where these; alternatives are available, economical and suitable; - Promote efficient use of materials and resources throughout our facility; - Purchase and use environmentally responsible products accordingly; - Where required by legislation or where significant health, safety or; environmental hazards exist, develop and maintain appropriate; emergency and spill response programmes; ; In a practical sense we:-; - Jobtrain operate as far as possible a paper-less office; - All light bulbs in the building are now energy efficient and we have; installed PIR detectors to ensure all lighting is automatically switched; off when not in use; - Our teams operate a hybrid working model and this reduces our carbon; footprint with less commuting to our office locations in Altrincham and; Glasgow; - Wherever possible, we hold virtual customer and partner meetings to; further reduce the environmental impact of our business through; reduced travel; - Operate a car sharing/pooling policy; - Support a Cycle to Work Scheme; - All waste is appropriately recycled wherever possible; - Electricity use (e.g. lighting and heating) is controlled and used only; where necessary; - All PCs and other electrical equipment are turned off when not in use and; this extends to monitors which are turned off, rather than switched to ‘; 'standby’; - Wherever possible and appropriate, products sourced for the business; must either be recyclable or previous recycled/reconditioned

  Covid-19 recovery

  During the Covid pandemic, Jobtrain continued to support both our people, and our clients and took the decision not to furlough any employees to ensure we continued to provide the same level of service and support to our clients. ; ; We supported our employees by implementing a fully remote working strategy through the pandemic and have moved to a hybrid working model ever since. Our employees tell us that the balance of remote versus office working gives them a good work-life balance and has inspired us to positively challenge any ways of working that become ‘the norm’. ; ; We also supported our clients through the pandemic by providing the facility to link clients who had to make redundancies to other clients who needed to recruit quickly.

  Tackling economic inequality

  Jobtrain proudly holds accreditation as a real Living Wage employer by the Living Wage Foundation, showcasing our dedication to fostering social responsibility within our workforce. The real Living Wage stands as the sole UK wage rate voluntarily adopted by over 14,000 UK businesses, all of whom recognise the significance of providing employees with a wage that covers their everyday necessities. Unlike the government minimum, Living Wage rates surpass it as they are independently determined, considering the true cost of living, assessed through a comprehensive range of household goods and services. Testimonials from Living Wage employers highlight tangible benefits beyond mere altruism, such as decreased staff turnover and improved financial performance. Moreover, employees express feeling genuinely appreciated, leading them to exceed expectations in their roles. ; ; In 2022, Jobtrain became a supporter of the Greater Manchester Good Employment Charter. The Charter is a voluntary membership and assessment scheme which aims to elevate employment standards in Greater Manchester and provide equal access to quality work that is inclusive, fairly compensated, offers security and flexibility and cultivates an environment where health and wellbeing thrives. The 7 characteristics of the Charter (below) are areas which Jobtrain as an organisation use to underpin the overall experience of our employees. ; ; The 7 characteristics : ; ; Secure Work - Minimise use of zero hours contracts (Jobtrain do not have any employees on zero hours contracts) ; ; Flexible Work - Promoting flexible work in the organisation to bring in greater skills and diversity. ; ; Pay - Pay the real Living Wage set by the Living Wage Foundation. This is reviewed every November and we also ensure our immediate supply chain also pay the Real Living Wage. ; ; ; Engagement and Voice, Recruitment - Identify underrepresented groups. ; ; Improving People Management, Health and Wellbeing,

  Equal opportunity

  The company is committed to a policy of treating all its employees and job applicants equally. No employee or potential employee shall receive less favourable treatment or consideration on the ground of race, colour, religion, nationality, ethnic origin, sexual orientation, gender, age, disability, marital status or part-time status or will be disadvantaged by any conditions of employment that cannot be justified as necessary on operational grounds. ; ; It is good business sense for the company to ensure that its most important asset, its employees, are treated fairly: (i) there should be no discrimination on account of race, colour, religion, ethnic origin, sexual orientation, gender, age, disability, nationality or marital or part-time status; (ii) the company will appoint, train, develop, reward and promote on the basis of merit and ability; (iii) all employees have personal responsibility for the practical application of the company's Equal Opportunities policy, which extends to the treatment of job applicants, employees, clients and visitors; (iv) special responsibility for the practicable application of the company's Equal Opportunities policy falls upon Directors and those involved in the recruitment, selection, promotion and training of employees; (c) The company's Grievance Procedure is available to any employee who believes that he or she may have been unfairly discriminated against. Employees will not be victimised in any way for making such a complaint in good faith.; ; Complaints of this nature will be dealt with seriously, in confidence and as soon as possible. We have a full Equal Opportunities policy if needed.

  Wellbeing

  At Jobtrain, prioritising staff well-being is an integral part of our 1-to-1 meetings, as well as annual reviews. This ethos is a cornerstone of our Corporate Social Responsibility (CSR). We empower our employees with the necessary tools and uphold rigorous standards of team training, recognising that contented, healthy individuals are inherently more productive. Our commitment to supporting our employees encompasses various initiatives: ; ; We facilitate ongoing learning journeys by offering financial support and dedicated study time to support the Continued Professional Development of our employees. ; ; We also believe in fostering work-life balance by providing flexibility in both working locations and hours. ; ; Examples of our support initiatives include: ; ; Employee Assistance Programme and online well-being Hub via Vitality Healthcare. ; ; Car-sharing/pooling policy to encourage sustainable transportation methods. ; ; Support for the Cycle to Work Scheme, along with dedicated bike racks for our employees. ; ; Free eye tests for all PC users. ; ; At Jobtrain, we recognise that our business is not solely about providing recruitment technology, it's about the people. Hence, we have committed 1% of our annual license fees to The Jobtrain Foundation, with contributions totalling close to £200,000 since 2017. Our Foundation focuses on three key sectors—Education, Health, and Housing/Homelessness—which resonate deeply with both our values and those of our clients. We collaborate with individuals and organisations dedicated to providing everyone with a place to call home, whether it's a physical shelter or a supportive environment where individuals feel secure and valued. We aim to learn from our clients' experiences and collaborate to maximise our positive impact within these sectors.

Pricing

• Price: £8,500 to £100,000 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Jobtrain can provide you with a testing environment (Sandbox) for a limited period (usually 1 week). ; ; This will allow your users to get a feel for the flexibility and functionality prior to signing your Licence Agreement.
• Link to free trial: Available following discovery call

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at alica.melvin@jobtrain.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.